To order goods in Torgsoft, open «Документ — Формування замовлення постачальнику» (Document — Create Supplier Order). Review sales and stock, determine the required quantity and enter it in the «Моє замовлення» (My Order) field. Check the document, save it and prepare it to send to the supplier.
Before deciding what to buy, check the available goods and the quantities you are already expecting separately. Create a goods receipt—the record of incoming goods in your accounts—only after the delivery has actually arrived and been checked.
Select the period and accounting centers to review
In «Формування замовлення постачальнику» (Create Supplier Order) mode, you can generate a list of goods for a specified period. The owner or person responsible for purchasing should decide which period of sales to review. Note the period in your working list so you can later see what data the decision was based on.
Use «Дії — Вибір центрів обліку» (Actions — Select Accounting Centers) to select the locations whose data you need to review. The «Продано» (Sold) column shows the quantity of goods sold. The «Залишилося» (Remaining) column shows the stock at the end of the selected period. Use these figures to review each item before purchasing.
Compare the stock at the end of the period with the quantity available for sale when you prepare the order. If you are reviewing a past period, check current availability separately. For each item, record a decision: order it, confirm the quantity, or postpone the purchase. The workflow is described in the supplier order creation guide.
Account for available goods and previous orders
Before entering quantities, prepare a short working list. Do not transfer its figures to the document until you have clarified any uncertain deliveries.
| What to check | Action for the person responsible for purchasing |
|---|---|
| Available quantity | Check how many units you can use for sales when making the decision. |
| Goods already ordered | Check previous orders and note the quantity that has not yet arrived. |
| Expected delivery date | Confirm with the supplier whether the goods will arrive by the date you need them. |
| Planned quantity | Decide how many units you want to have by that date. |
| Additional purchase | Record the quantity for a new order, taking the previous checks into account. |
Illustrative quantity calculation
Suppose the owner decides to have 20 units of an item by a specified date. Six units are available for sale. Another 8 have already been ordered, and the supplier has confirmed they will arrive by that date. The owner decides to order an additional 20 − 6 − 8 = 6 units.
All figures are illustrative. This is an example of a manual decision by the owner. Before entering six units, check whether the example conditions still hold: the available quantity and the previous delivery date. If the supplier has postponed the delivery, reconsider the additional purchase.
Enter the quantity and save the order
Enter the required quantity in the «Моє замовлення» (My Order) field. Compare the value for each item with your working list. Pay particular attention to goods you are already expecting from the supplier.
Click «Зберегти замовлення» (Save Order). In the «Замовлення постачальнику» (Supplier Order) window that opens, complete the fields to match the order and click «Записати» (Save). Review saved documents via «Документ — Замовлення постачальникові» (Document — Supplier Orders).
The «Термін блокування товару» (Item block period) field sets the date until which an item will be unavailable when creating the next supplier order. Set this date according to the agreed delivery time. Before ordering again, check the previous order and the block period separately from the goods’ actual availability.
Check the document and send it to the supplier
Torgsoft provides order preview and printing. Before sending the document, compare the item list and quantities with your purchasing decision. Check that all required items are included and that goods whose purchase you postponed have been removed.
You can export the order to Excel or print it. Send the prepared document to the supplier using the agreed method. Keep a copy of the sent order so you can compare it with the actual delivery.
Create a goods receipt after checking the delivery
After receiving the goods, open the order via «Документ — Замовлення постачальникові» (Document — Supplier Orders). Compare the received items and their quantities with the document. If the delivery is partial, record separately what you are still expecting.
The «Створити прихід на замовлення» (Create Goods Receipt from Order) action opens the «Прихід» (Goods Receipt) window. Make any adjustments to the goods receipt document to match what was actually received and click «Записати» (Save). Once saved, the program posts the ordered goods that have not yet been posted. There is also a separate button for creating a receipt for selected goods. You can add ordered goods to an existing goods receipt using «Додати товари замовлення в прихід» (Add Ordered Goods to Goods Receipt).
If an order contains goods tracked by batch, it is not possible to create a goods receipt for that order. Check this condition before creating a receipt. Order actions are described in the «Замовлення постачальникові» (Supplier Orders) guide.
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